Finance & Administration Manager
Parents Centres National Support Centre
Position Brief
- To provide financial and administrative support to Parents Centres NZ Inc Chief Executive Officer and the National Support Centre
- Management of the finance and administration function.
- To provide Contract Management support to Parents Centres Chief Executive Officer
- Management of the contracts function.
- To provide administration support to Parents Centres Chief Executive Officer and the Parents Centres team
- Administrative support function.
- Manage and implement the grant and funding application process in conjunction with the CEO
Position Details
- Position Title:Finance and Administration Manager
- Team:National Support Centre
- Reports to:Chief Executive Officer
- Location:National Support Centre - Mana
- Version:August 2006
Responsibilities
- Carry out and be responsible for preparation of monthly and year end accounts up to audit level using MYOB accounting package
- Carry out and be responsible for analysis of monthly and year end accounts in conjunction with CEO and any other officers as designated by the CEO
- Establish analysis and reporting needs for the National Support Centre while seeking to continuously improve processes
- Carry out and be responsible for the budget process through preparation of worksheets and preparation of budget work book in conjunction with and taking direction from the CEO
- Produce quarterly andmonthly cash flow projections
- Produce monthly cost analysis
- Manage the Administration Assistant’s financial functions over time
- Assist CEO in reviewing and evaluating the National Support Centre financial performance and that of the wider organisation
- Perform ad hoc management accounting projects and analysis as required
- Establish cost effective administrative and financial procedures and deliver process to reduce cost and increase business effectiveness
- Effectively manage the National Support Centre administration function comprising all financial aspects
- Debtor management
- Manage and reconcile online payments in conjunction with Contract Manager
- Financial “Watch dog” to manage expense control in conjunction with the CEO while proactively exploring avenues to develop additional income streams
Key Result Areas
Financial
- Deliver accurate and effective month end and year end accounts to audit
- Develop deliver and maintain audit worksheets and cooperate effectively with auditors (Grant Thornton and Associates) to ensure audit is completed accurately and on time
- Provide financial analysis and advice to CEO – being pro active in the identification of likely actions required to deflect potential financial issues/crises
- Produce monthly analysis on income/surplus and deficit
- Ensure all income appropriate to Parents Centre is recognized accurately and in a timely fashion
- Manage the accuracy of incoming levies, Kiwi Parent and advertising income
- Cost Analysis and cost reduction identification process
Forecasting
- Produce accurate monthly cash flow and P and L projections
- Continually review forecast data and report on data accuracy with each business stream
- Drive an “accuracy” culture within National Support Centre
Budget
- Take ownership and accountability to produce the NationalBudget worksheets in conjunction with the CEO
- Work closely with the CEO to monitor and apply as defined in the fiscal year budget and future budgets
Teamwork and Management
- Work closely with all members of the National Support Centre, Parents Centres Board, suppliers and Centre Members/Committees/Regional Coordinators
- Be proactive in integration of consistent and effective process
- Drive a team work culture within the National Office Team
Administration
- Oversee administrative process to ensure efficiency, effectiveness and accuracy is developed and maintained e.g. banking, purchasing, payables, receivables and hire purchase and general smooth and effective processes are maintained, established and reviewed within the office function.
Responsibilities – Contracts
- Establish cost effective administrative and financial procedures and deliver process to reduce cost and increase business effectiveness
- Proactive preparation and maintenance of Grant/Funding Application process in conjunction with appropriate team members
- Website Contract Management
- Kiwi Parent Advertising
- Corporate Partnership
- Manage District Health Board Contracts in conjunction with Child Birth Educaiton Manager
- Building/property management and all relevant insurances
- Supplier negotiation for cost and donation in conjunction with the CEO
- Contract Management Process
- In conjunction with the CEO develop and maintain a Risk Management and Process Manual allowing for training of more than one employee in each administrative task to mitigate risk to National Support Centre and provide adequate cover in the case of sickness, disability or attrition
- Manage purchasing procedures in conjunction with Administration Assistant
- Building Facilities and Asset Management to include asset maintenance, tracking and overall Building Manager relationship.
- Maintain accuracy in all stock records
- Manage the online ordering, payments and merchant services in conjunction with Finance Manager
Key Result Areas
Teamwork and Management
- Work closely with all members of the National Support Centre, Parents Centre Board, suppliers and Centre Members/Committees/Regional Coordinators
- Be proactive in integration of consistent and effective process
- Drive a team work culture within the National Support Centre
Administration Responsibilities
- Accounts Payable
- Accounts Receivable
- Debtor management
- Banking –ensuring all banking is done in a timely and efficient manner
- Manage purchasing procedures – purchasing of stationery and supplies
- Maintain accuracy in all stock records
- Produce weekly sales invoicing – stock, kiwi parent subscriptions
- Produce monthly sales and purchase invoicing – levies, recurring sales and purchase invoices, website advertising
- Produce bi-monthly invoicing – Kiwi Parent advertising, website advertising
Key Result Areas
Administration
- Oversee administrative process to ensure efficiency, effectiveness and accuracy is developed and maintained e.g. banking, payable, and general smooth and effective process within the office function.
Teamwork and Management
- Work closely with all members of the National Support Centre, Parents Centre Board, suppliers and Centre Members/Committees/Regional Coordinators
- Be proactive in integration of consistent and effective process
- Drive a team work culture
Skills & Competencies
Skills
- Parents Centre knowledge
- Information Technology Skills
- Project Management Experience
- Financial Analysis and Accounting Skills
- Financial Software Package(s) MYOB
- Customer Service Skills
- Other
- Marketing
- Public Relations
- Database
Core Competencies
- Continuous Learning
Demonstrates ongoing drive to continuously expand one’s own professional capabilities to fuel the continued/ongoing growth and success of Parents Centre
- Customer Focus
Demonstrates concern for meeting and exceeding immediate and future needs of “customers”
- Teamwork
Works collaboratively with others to achieve group goals; energizes people to work together to accomplish business results
Complementary Competencies
- Analytical thinking/problem solving
Works systematically and logically to resolve problems, address opportunities or manage the situation at hand; identifies causes, relationships and implications
- Bias for Action/Initiative
Acts on opportunities for solving problems, increase income or meeting objectives before being asked or required to do so
- Composure
Maintains focus and stays in control under stressful and challenging circumstances
- Conceptual Thinking
Understands complex situations, sees patterns and uses or creates concepts, assembles pieces of information into a cohesive whole
- Creativity and Innovation
Generates and promotes new ideas and uses them to develop new or improved processes, methods, systems, solutions or services
- Decision Making/Judgment
Makes timely, effective decisions and renders judgment after adequately considering alternative courses of action
- Drive for Results
Demonstrates concern for the successful achievement of results; works persistently to overcome obstacles to goal achievement
- Impact and Influence
Develops and uses effective strategies to influence others or to gain their support
- Networking/Relationship Building
Develops and maintains a network of contacts, acts in a way that indicates understanding and accurate interpretation of others’ concerns and feelings.
- Open Communication/Listening
Ensures accurate understanding and acts in a way that facilitates open exchange of ideas and information
- Organizational Awareness
Understands the perspectives of all others and strives to balance these
- Planning and Organizing
Effectively defines plans, schedules and controls projects, identifies, integrates and orchestrates the resources (people, materials, information, budget, time) required to accomplish goals
- Quality Commitment
Demonstrates attention to producing a high quality end result and constantly looks at opportunities to improve work processes and results
- Strategic Business Focus
Understands “Not for profit” sector concept and practices, keeps up to date with trends and developments.
- Written Communication
Expresses ideas, thoughts and concepts, clearly in writing using correct and appropriate format and structure.
Management Competencies
- Developing Others
Leads others in a manner that builds their confidence and capabilities, challenging and supporting employees to learn and grow from their experiences
- Managing Performance
Sets clear performance expectations for self and others, monitors and guides progress, seeks and gives feedback, appraises results
- Strategic Leadership
Builds and communicates a vision for the future of Parents Centre and the individuals part in that future. Defines core purpose and direction, fosters motivation and commitment, initiates or manages strategic change process
Finance and Administration Job Description August 2006